This position is in the Acute Care Service at the Mann-Grandstaff VA Medical Center located in Spokane, Washington and reports directly to the Chief, Acute Care. The primary purpose of the position is to assist the Chief, Acute Care, Administrative Officer and subordinate staff to coordinate and perform all clerical and administrative support activities required to accomplish necessary tasks in support of the service mission.

Duties

The incumbent serves as Receptionist and Secretary to the Chief, Acute Care and Administrative Officer. Duties include but are not limited to the following: Screens telephone calls and visitors to the office, independently handling the majority of requests and referring other calls to the appropriate person as needed. Schedules appointments, coordinates meetings, and/or schedules conferences. Processes incoming and outgoing materials such as Congressional correspondence, reports, suspenses, memoranda, and other forms of written communication. Transcribes into finished form: letters and reports, minutes of meetings, white papers, and reviews correspondence for accuracy and completeness. Provides administrative/clerical support to the Administrative Officer in completing final typed drafts of letters, reports, audits and memoranda. Responsible to in-process and out-process Acute Care Service employees to include completing PIV sponsorship, mail group management, maintaining phone rosters, submitting work orders for office keys, voicemail and computer related requests, and providing assistance with any other related onboarding information and access as needed. Serves as timekeeper for Acute Care Service. Prepares travel authorizations. Maintains files, manuals, regulations, circulars, directives, numbered memorandums, interim issues, etc. on a current basis. Obtains and monitors the use of services, supplies, and/or equipment for the office and service by inputting work orders, 1358's, 2237's into IFCAP system via computer for requests for equipment repair/office repairs. Orders office supplies using a government issued credit card through assigned fund control points; reconciles and audits orders. Monitors the fund control point for Acute Care Service ensuring no overspending of funds occur. Operates office equipment including word processing, database and spreadsheet software, telephone, fax, copier and printer. Performs other clerical type duties assigned by the supervisor. Work Schedule: Monday-Friday, 8:00am to 4:30pm Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Telework would be on an ad hoc basis only, determined by the needs of the service and supervisor approved. Virtual: This is not a virtual or remote position. Position Description/PD#: Secretary (Office Automation)/PD705080 Relocation/Recruitment Incentives: Not authorized Critical Skills Incentive (CSI): Not authorized Permanent Change of Station (PCS): Not authorized Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements within 30 days of the closing date of this announcement, 03/05/2024. You may qualify based on your experience and/or education as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-4 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Receiving visitors and/or telephone calls to the office; scheduling appointments/meetings; preparing correspondence, reports, or memoranda; maintaining time and attendance; ordering supplies; prepares travel arrangements; maintains records and/or files; operates wide range of office equipment to include computer (word processing, database, spreadsheet) phone, copier/printer, and fax machine. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed 4 years above high school level. This education must have been obtained in an accredited business, secretarial or technical school, junior college, college or university. (Transcripts Required) OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have a combination of some (less than 1 year) specialized experience equivalent to the GS-4 grade level, and education beyond the first 60 semester hours (i.e., beyond the second year) to be creditable toward meeting the specialized experience requirement. One full academic year of study (30 semester hours) beyond the second year is equivalent to 6 months of specialized experience. The combination of specialized experience and experience as described above must equal 100%.(Transcripts Required). Note, this is computed by first determining your total qualifying experience as a percentage of the experience required for the grade level; then determining your education as a percentage of the education required for the grade level; and then adding the two percentages. The total percentages must equal at least 100% to qualify. You will be rated on the following Competencies for this position: ClericalCommunicationsComputer SkillsCustomer Service Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience. Note: A full year of work is considered to be 35-40 hours of work per week. Part-time experience will be credited on the basis of time actually spent in appropriate activities. Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment. Physical Requirements: The incumbent works within a typical office setting. The incumbent must be mobile as visits to various areas of the hospital away from his/her office are required at numerous times daily. Intermittent walking is required. The work requires light lifting of items weighing no more than 15 pounds such as books, reports and binders. The work requires the use of a keyboard to access a computer. Work Environment: Work is performed in an administrative setting and hospital/medical clinic setting. Work is performed at a desk or workstation and in conference/meeting rooms. The work environment is adequately heated and cooled. The incumbent may be exposed to sick patients. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/.

Education

A transcript must be submitted with your application if you are basing all or part of your qualifications on education.

Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/.

If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.

Contacts

• Address Mann-Grandstaff Department of Veterans Affairs Medical Center 4815 North Assembly Street Spokane, WA 99205 US
• Name: Jaimie Tappert
• Phone: (503) 220-8262 X31540
• Email: [email protected]